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HomeMy WebLinkAboutbocc.con.amended.165.24 A2025.05.08 CDD Contract Number Project Name Contractor Budget Line Item 10020100.531000 !#BUDGET# $ 46,000.00 $ - $ - $ - $ 46,000.00 Procurement Method: Form: Contract Effective Date: Contract End Date Contract Type Retainage If this is a new contractor, please enter the New Vendor information into Munis for workflow approval. Contact Information: Department: Project Lead:Melissa Knight Phone:(970) 429-2793 Provide a brief description of the Contract or Change Order: Contract Value Summary: $ 53,655.00 $ - $ 46,000.00 $ 99,655.00 165.24 A Pitkin County Procurement Cover Sheet Cover Sheets are to be included with the contract record to provide an accurate summary of the Contract type, amounts, budget(s), and dates. Contract Information No Market Compensation Study Graves Consulting Additional Budget Line Item(s) (Please fully allocate Contract Total if multiple lines apply) Sole Source Services/Maintenance 9/23/2024 5/31/2027 Change Order/Contract Amendment HR & Risk Mgmt Amendment to extend contract term through 5/31/2027; incorporate the updated Contractor Scope of Work for the 2026 compensation study; allocate additional funding in the amount of $46,000.00 for the extended term. Original Contract Amount Previous Change Order/Amendment Amount This Change order/Amendment amount Contract Total Contract #: 165.24 Rev. 2022.08.04 CDD *Increases over $25,000 and/or 10% (single increase or accumulative) of original contract must have County Manager signature. 1 CHANGE ORDER / CONTRACT AMENDMENT Change Order Number: 162.24 A OWNER: Pitkin County, Colorado 530 E. Main St., Suite #302 Aspen, CO 81611 CONTRACTOR: Graves Consulting 3317 S Utica Ave Tulsa, OK 74105 The Provision of Market Compensation Study (the “Contract”) dated September 23, 2024 between the Board of County Commissioners of Pitkin County, Colorado (the “County”) and Graves Consulting (the “Contractor”), is hereby amended as follows: Description of Change: 1. Incorporation of the updated Contractor Scope of Work (“Attachment A”) for the 2026 Compensation Study; 2. The Parties hereby authorize the extension of the Contract term, now expiring May 31, 2027; 3. Allocation of additional funding in the amount of Forty-Six Thousand dollars and Zero cents ($46,000.00) Reason for Change: This change order updates the scope of the work for the 2026 Compensation Study and allocates funds and time to the Contract. Original Contract Amount $ 53,655.00 Previous Change Order/Amendment Amount $ This Change Order/Amendment Amount $ 46,000.00 New Contract Total $ 99,655.00 Contract #: 165.24 Rev. 2022.08.04 CDD *Increases over $25,000 and/or 10% (single increase or accumulative) of original contract must have County Manager signature. 2 In all other respects, the Contract is in full force and effect and remains unchanged by this Amendment. GRAVES CONSULTING ________________________________________________ !#VENDOR SIGNATURE#! Date PITKIN COUNTY, COLORADO RECOMMENDED FOR APPROVAL: _________________________________________________ !#DEPARTMENT REPRESENTATIVE#! Date MANAGER APPROVAL: ________________________________________________ !#COUNTY MANAGER#! Date Human Resources Director Apr-15-2026 Melissa Knight Laurie Graves Apr-16-2026 President Kara Silbernagel County Manager Apr-20-2026 Graves Consulting, LLC 918.639.6053 www.graveshrconsulting.com PROPOSAL FOR Compensation Study We believe that organizations thrive when people thrive. Attachment A Pitkin County, Colorado Proposal for Compensation Study PAGE 1 April 2026 Table of Contents: Section Title Page 1 Executive Summary 1 2 Graves Consulting Overview 2 3 Project Team 2 4 Comp Study Process Overview 3 6 Estimated Timeline 5 7 Assumptions 5 8 Pricing Summary 6 Section 1: Executive Summary Graves Consulting understands the County’s primary objective for this project is to ensure the County is competitive externally with the labor market while maintaining equitable internal alignment within the organization. This is work in which we specialize. We have worked with public sector organizations in Colorado and the surrounding states, performing substantially similar compensation work. Graves Consulting will meet with the County’s leadership team to discuss the project and set the projects goals and schedule. We will review and analyze everything related to the current structure including the existing wage scales and classification system for the County, current pay philosophy and definition of market, all job descriptions, organization structure, and census data for all incumbents as well as any prior compensation studies or job matching that may be provided. We will analyze all the data, meet with stakeholders, and work collaboratively to deliver a total compensation and classification structure that is customized to the County and its unique needs. This will include facilitating a discussion to create a defined market, matching all positions to existing wage surveys for that defined market, revisions to your current pay structure and classification listing that align to external market and support pay equity, as well as recommendations for implementation, potential solutions for internal equity, compression issues or retention concerns as well as ongoing pay structure maintenance and employee communication. The primary data sources used for this project will be the most recent available survey data from PayFactors, CompAnalyst and ERI. All full and part-time/seasonal positions will be included as well as any proposed new positions. Attachment A Pitkin County, Colorado Proposal for Compensation Study PAGE 2 April 2026 Section 2: Graves Consulting Overview Graves Consulting is a Woman Owned Small Business that was formed in 2016 and was specifically designed to bring affordable Human Resources consulting services, with a focus on best practices and employee engagement, to clients in the municipal, public sector, and private sector. We focus primarily on Compensation, Strategic HR Planning, Organizational Culture & Employee Engagement and Leadership Development. We have a staff of seasoned professionals with various areas of HR and Management expertise as well as partnerships that provide a wide array of resources for our clients. You will see from our list of clients and similar projects that we specialize in municipal compensation. As a result, we are intimately familiar with many of the unique departments (and challenges) that exist within local governments including Public Safety and EMS, Courts/Judicial, Community Development, Public Works, Parks & Recreation, Finance/Treasury, HR, Legal, IT, Planning/Engineering, Assessing, Wastewater Treatment, Utilities, Museums, Libraries, Tourism, Airports, Housing and County specific departments like Public Health, Assessors, Coroner, and Human Services and more. As a full-service Human Resources consulting firm with dozens of municipal and private sector clients, we offer the ability to review and address a variety of HR challenges including recruiting and retention issues, benefit plan design, strategic planning, leadership development organizational culture and employee communications. We understand that many times there are several related HR issues entangled with the compensation process. Further, we take a very customer service-focused, high touch approach to our work. We believe in working collaboratively with the internal team to ensure that every question or concern is addressed and that we enhance their knowledge and skillset during our engagement. Our goal is for our clients to have everything they need to implement and maintain the structure we build for them on their own, reducing the ongoing need for outside consultants. This way, more County funds may be used to enhance the total rewards package for their employees. Section 3: Project Team The resources for this project will be as follows: Project Lead: Laurie Graves, SPHR, CEBS Add’l Project Consultant: Wendy Ecklund, M.Ed Laurie Graves worked as a top Human Resources professional before starting Graves Consulting in early 2016. She has led large teams and has extensive experience in compensation, benefits, Attachment A Pitkin County, Colorado Proposal for Compensation Study PAGE 3 April 2026 and all areas of Human Resources. She focuses primarily on public sector clients and provides compensation as well as broad-based HR consulting to her clients. Wendy Ecklund worked in a leadership capacity in Human Resources for both private and public sectors, including providing senior level leadership and expertise in the broad scope of Human Resources and Risk Management initiatives for municipal government. She has a passion for providing HR guidance in the public sector, with comprehensive knowledge of compensation and benefits, recruitment and retention efforts, employee engagement and organizational culture, along with all other functions of HR and Risk Management. Other project resources may be involved in support roles, as necessary. Section 4: Compensation Study Methodology and Process Overview Definition of Market To determine the appropriate market, Graves Consulting proposes to work closely with leadership to determine the geographic area and organizational make-up for the market which is most appropriate for the County. We have found that most public sector organizations define their matches with some sort of geographical boundary but also may include organizations of similar size in a broader area. Gathering enough statistically valid data is a foundational element of any compensation study. Job Matching The primary data sources used for this project will be the most recent available survey data from PayFactors, CompAnalyst and ERI. All full and part-time/seasonal positions will be included as well as any proposed new positions. As we match the County’s positions with survey data, we do it in conjunction with the County. We have found the most efficient process to include:  A review of the County’s job descriptions (it is assumed that the County has reasonably accurate job descriptions from which we are able to work),  Members of the County management team meeting with Graves Consulting to discuss all their positions and specifically any unique aspects or challenges,  Graves Consulting conducting preliminary job matches with as many County positions as possible, conferring with HR and Department Heads as necessary,  Extracting the actual data from the surveys and compiling this data for the analysis. Pay Structure Design, Philosophies and Process Attachment A Pitkin County, Colorado Proposal for Compensation Study PAGE 4 April 2026 We would meet with County leadership to discuss how the pay structure should be constructed, enhanced, or revised. We have worked with organizations that wanted an open range system, a step system or some combination or structures for different work groups. We can provide options for the County that include both types of structures. Range structure and width (sometimes called the grade spread) and distance between midpoints also need to be addressed based on the County’s positions and the unique challenges of different functional areas. We also want to discuss how employees advance within the classifications system as this is critical to the implementation and ongoing maintenance of a competitive pay system. This guidance and the County’s total rewards philosophy will guide us as to how to best construct the pay structures and present options. Based on the County’s philosophy, we would revise your current structure or design a new classification and pay structure(s) that would allow flexibility for the County and directly addresses the areas of largest concern. This is what we do best. We are able to hear what clients want as outcomes, discuss the pros and cons, and deliver a product that best meets the needs of the County. Should you contact any of our clients, you will find that our flexibility, customization, and creativity match our analytical and presentation skills. We believe the County has unique needs and we do not simply propose one type of classification and pay structure in a one size fits all approach. We will listen to what the County’s goals are and propose options that will best meet those goals and the culture of the County. Once pay structures and placement of positions are finalized, we will provide the County with the template necessary to create a financial impact analysis as well as a phased in implementation recommendation. Further, we will provide guidance regarding ongoing maintenance of the pay structure and a process for determining hire-in rates and equity adjustments to prevent pay compression. Communication Our work will include frequent communications with the County, as well as a comprehensive final report. This final report will detail the process and our findings. It will also include an impact analysis with recommendations for implementation and ongoing maintenance as well as an employee communication plan. Transparency throughout this process, with all stakeholders, is a foundational element to our success in delivering a compensation system and a plan for its implementation and maintenance that ensures the County can attract, retain, and engage talent. Our goal is to create a system that is objective versus subjective and can be openly shared with employees to drive transparency and trust that will benefit the County for years to come. As a full-service Human Resources consulting firm with dozens of municipal and private sector clients, we offer the ability to review and address a variety of HR challenges including recruiting and retention issues, benefit plan design, strategic planning, leadership development and employee communications. We understand that many times there are several related HR issues Attachment A Pitkin County, Colorado Proposal for Compensation Study PAGE 5 April 2026 entangled with the compensation process. Additionally, we will continue to be available as a resource for follow up questions related to this project that arise during and after implementation at no additional expense. To deliver all of this, we will conduct several meetings with various members of the leadership team (via a virtual platform or onsite). The primary intent of our meetings will be as follows: 1) To meet the leadership team, discuss project goals and process steps, determine the appropriate defined market, understand current concerns, and meet with department heads to openly share the process and fully understand each position in their area for job matching purposes, 2) To meet with the leadership team to share the work to date, validate our job matches and discuss findings and proposed recommendations, 3) Various other meetings with HR and other internal stakeholders to ensure we are addressing the areas of most concern to the County, 4) To present final report and recommendations to the leadership team, Council, and employees, as appropriate. Section 5: Estimated Timeline In our experience, the Compensation Study should be able to be completed within 6-7 months of the initial kick-off meeting. We anticipate kicking off the project in March 2026 and being complete by the end ofSeptember. Section 6: Assumptions The County will provide the following in a timely manner:  Current Job Descriptions for all positions included in the scope of this study  Copy of the current pay structure and any back up documentation regarding market definition and job matches  Current census file for incumbents in all positions included in the scope, including data for the optional pay equity analysis, if applicable  Overview of organization structure for the County  Reasonable and timely access to all internal staff for onsite meetings and follow up discussions via phone or email as needed Attachment A Pitkin County, Colorado Proposal for Compensation Study PAGE 6 April 2026 Section 7: Pricing Summary Compensation Study: Total project costs for up to 225 unique positions and up to 400 employees (full-time, part-time, and seasonal), including all non-optional services listed above, will not exceed $42,000 Invoices may be billed in up to 6 increments, upon mutual agreement. Optional Onsite Visits: The above-referenced scope of work and pricing assumes that all work will be performed offsite, and meetings will be held via a virtual platform. However, we are happy to come onsite at the County’s request for an additional cost of $3,500 per onsite visit. This is inclusive of all travel costs. Attachment A Certificate Of Completion Envelope Id: 8A0809B4-E559-4BF4-92B1-3E187155229A Status: Completed Subject: Graves Consulting | Pitkin County Change Order 165.24 A for Review & Signature Source Envelope: Document Pages: 10 Signatures: 3 Envelope Originator: Certificate Pages: 5 Initials: 1 Pitkin County Procurement AutoNav: Enabled EnvelopeId Stamping: Disabled Time Zone: (UTC-07:00) Mountain Time (US & Canada) 530 East Main Street Suite 203 Aspen, CO 81611 Procurement@PitkinCounty.com IP Address: 2605:59ca:22f4: Record Tracking Status: Original 4/14/2026 2:54:25 PM Holder: Pitkin County Procurement Procurement@PitkinCounty.com Location: DocuSign Signer Events Signature Timestamp Connie Baker connie.baker@pitkincounty.com Budget Director Pitkin County Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 74.244.9.99 Sent: 4/14/2026 3:06:10 PM Viewed: 4/14/2026 3:08:33 PM Signed: 4/14/2026 3:08:37 PM Electronic Record and Signature Disclosure: Not Offered via Docusign Melissa Knight Melissa.Knight@PitkinCounty.com Human Resources Director Pitkin County Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 2600:100e:b035:80ba:905b:8fd4:f70f:5ae4 Signed using mobile Sent: 4/14/2026 3:08:38 PM Viewed: 4/15/2026 7:10:31 PM Signed: 4/15/2026 7:11:08 PM Electronic Record and Signature Disclosure: Not Offered via Docusign Laurie Graves laurie@graveshrconsulting.com President Security Level: Email, Account Authentication (None)Signature Adoption: Pre-selected Style Using IP Address: 2601:282:227e:c010:f5c0:b754:91df:564 Sent: 4/15/2026 7:11:10 PM Resent: 4/16/2026 10:10:54 AM Viewed: 4/16/2026 10:13:54 AM Signed: 4/16/2026 10:14:15 AM Electronic Record and Signature Disclosure: Accepted: 4/16/2026 10:13:54 AM ID: 0364fb57-cb0c-4887-9ae7-372c16e3f113 Company Name: Pitkin County, Colorado Kara Silbernagel kara.silbernagel@pitkincounty.com County Manager Pitkin County Colorado Signing Group: County Manager Group Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 2601:281:0:3ed0:71f1:8a1e:956c:fc00 Sent: 4/16/2026 10:14:16 AM Viewed: 4/20/2026 9:40:31 AM Signed: 4/20/2026 9:41:19 AM Signer Events Signature Timestamp Electronic Record and Signature Disclosure: Accepted: 6/26/2025 10:29:11 AM ID: 13c88870-faf6-4375-8fed-1bd1d274f164 Company Name: Pitkin County, Colorado In Person Signer Events Signature Timestamp Editor Delivery Events Status Timestamp Agent Delivery Events Status Timestamp Intermediary Delivery Events Status Timestamp Certified Delivery Events Status Timestamp Carbon Copy Events Status Timestamp Pitkin County Procurement procurement@pitkincounty.com Ruslana Ivanova, Procurement Specialist Pitkin County Security Level: Email, Account Authentication (None) Sent: 4/20/2026 9:41:21 AM Electronic Record and Signature Disclosure: Not Offered via Docusign Accounts Payable AP@pitkincounty.com Accounts Payable Pitkin County Security Level: Email, Account Authentication (None) Sent: 4/20/2026 9:41:22 AM Electronic Record and Signature Disclosure: Not Offered via Docusign Witness Events Signature Timestamp Notary Events Signature Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 4/14/2026 3:06:10 PM Envelope Updated Security Checked 4/16/2026 10:10:53 AM Certified Delivered Security Checked 4/20/2026 9:40:31 AM Signing Complete Security Checked 4/20/2026 9:41:19 AM Completed Security Checked 4/20/2026 9:41:22 AM Payment Events Status Timestamps Electronic Record and Signature Disclosure ELECTRONIC RECORD AND SIGNATURE DISCLOSURE From time to time, Pitkin County (we, us or Pitkin County) may be required by law to provide you with certain written notices or disclosures. 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